SW106
Group 6
Protocols for presiding\moderating, facilitating meetings, focused group
discussions etc.
DEFINITION
• is when generally three or more people who have the same common aims and objectives come
together for a common purpose to communicate and exchange information in a planned manner
and discuss issues, making decisions, etc.
• Meetings may occur face to face or virtually as mediated by communication technology such as
a telephone conference call or video conference.
The term meeting covers
-a lecture (one presentation),
- seminar (typically several presentations, small audience, one day),
-conference (mid-size, one or more days), congress (large, several days),
-exhibition or trade show (with manned stands being visited by passers-by),
-workshop (smaller, with active participants),
-training course, team-building session
PURPOSE
Meetings are an important organizational tool as they can be used to:
Pool and develop ideas
Plan
Solve problems
Make decisions
Create and develop understanding
Encourage enthusiasm and initiative
Provide a sense of direction
Create a common purpose
TYPES OF MEETINGS
• Informing Meetings
These are the most straightforward meetings where one member, usually the chairperson, has
factual information or a decision which affects all those present, which he/she wishes to
communicate.
• Consulting Meetings
These are meetings used to discuss a specific policy or innovation and can be used to get
participant's views of such a policy or idea.
• Problem Solving Meetings
These meetings are dependent upon the chairperson describing the problem as clearly as
possible. Members should be selected according to their experience, expertise or interest and
then given as much information as possible to enable them to generate ideas, offer advice and
reach conclusions.
• Decision Making Meetings
Many organizations, clubs and societies hold regular meetings to enable members to report and
discuss progress and work in hand, to deliberate current and future planning.
MEETING ROLES AND RESPONSIBILITIES
Team Leader - Sets guidelines and roles
- Arranges the meeting and decides what goals need to be accomplished
- Develop an agenda
- Assign other meeting roles
Time Keeper - ensures deadlines are met
- manage Time Limits for Each Agenda Item
- Manage Visual Aids
Scribe -records or takes detailed notes of:
what was discussed
what decisions were made
what plans were drafted
what was promised
how much of it was executed
- makes ideas visible
- record meeting minutes
- Help develop and distribute the agenda
Process monitor
- the facilitator
- keeps team focused
- Finalizing the agenda beforehand and communicating it to the others.
- Inviting the necessary participants and finding a time that works for everyone.
CHARACTERISTICS OF A GOOD FACILITATOR
Ability to listen
Confidence and ability to deal with conflicts or complex issues
Ability to communicate
Ability to maintain a sense of humor
Ability to create a comfortable and safe environment
• Peacekeeper - Mediates hostile moments in meetings to ensure a positive workplace culture
• Spokesperson / The outsider
- reports to other groups
-put themselves in the shoes of someone unfamiliar with your company.
- pose questions and concerns that will ensure the company makes better decisions, plans, and
modifications
All members are active participants
- Understand the Agenda and Purpose of the Meeting
- Contribute to the Discussion
-Contribute to a positive, safe atmosphere
BEFORE A MEETING
The chairperson should ask and resolve the following questions:
What is the purpose of the meeting?
Is a meeting appropriate?
How should the meeting be planned?
Who should attend the meeting?
What preparation is required for the meeting?
DURING THE MEETING
Assign clear roles (facilitator, time keeper, note taker, etc.)
Communicate objectives and agenda (again)
Ask if more items need to be added to the agenda
Communicate how participation will be handled (especially for virtual meetings)
Engage the participants (ask the observers for their input)
Ask questions, make suggestions, stay flexible, but don’t hesitate to facilitate (it is
your role and your responsibility)
Stay strategic, think 80/20
Summarize key decisions Confirm action items
Schedule potential follow-ups
Have participants fill out feedback forms
AFTER THE MEETING
Send meeting notes and action items
Review evaluation forms/feedback
Identify lessons learned and future improvements
MATSON'S MEETING TIPS
Take meetings seriously and do real work.
Don't make meetings long and unproductive
Don’t let people digress from the topic.
Outline tasks and assign deadline so members know how to follow-up
Consider using technology to allow individuals to anonymously express opinions.
Make sure you have the information you need for decision making before the meeting
starts.
Keep good records on what works and doesn’t work and include these in minutes
MEETING PRINCIPLES
1. Set Purpose and Code of Conduct
ground rules or norms
how the meeting should be run
how team members will interact
what kind of behavior is accepted
Rules:
meeting starts on time
only one conversation at a time
let everyone finish their sentence/thoughts
Three knock rules
Cellphones will be turned to vibrate during meeting
Tools:
Brainstorming
Round Robin
Flipchart
1. Define Desired Outcomes
2. Always have an Agenda
3. Establish Roles
4. Capitalize on brain power
5. Take minutes
6. Assign action items
7. ROI ( Risks, Opportunities, and Issues )
BEHAVIORS THAT HELP THE MEETING
• Gate Keeping
- encouraging balanced participation among all team members
• Clarifying
- Listening and probing for understanding
• Harmonizing
- bringing together different points of view and helping people work through differences.
• Initiating
- offering new ideas and suggesting different approaches
• Summarizing
- reviewing the discussion and decisions made and planning next steps
• Building Trust
REFERENCE
https://www.slideshare.net/mobile/Ubersoldat/conducting-effective-meetings/2
https://www.skillsyouneed.com/ips/meetings.html
https://pt.slideshare.net/mobile/praftek/conducting-meeting
https://www.slideshare.net/mobile/eastleaf/facilitation-and-meeting-skills
